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Updated: 5/7/2020
Outlook 2019: Calendar Views and Appointments 30 Min
Introduction to Outlook Calendar ................................................................................................................. 3
Email and Calendar ....................................................................................................................................... 4
Windows tip: Snapping a Window ........................................................................................................... 4
Calendar Views .............................................................................................................................................. 4
Day View .................................................................................................................................................. 4
Week View ............................................................................................................................................... 5
Month View ............................................................................................................................................. 5
Custom Choices ....................................................................................................................................... 6
Multiple Days ...................................................................................................................................... 6
Multiple Weeks ................................................................................................................................... 7
Appointments and Meetings ........................................................................................................................ 7
Create Appointments .............................................................................................................................. 7
Create Meetings ...................................................................................................................................... 8
Show As .................................................................................................................................................... 8
Appointment Colors (Categories) ............................................................................................................ 9
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Introduction to Outlook Calendar
The calendar is the second option in the Navigation Pane on the lower left side of your Outlook Window. If the menu is collapsed, it will be the second button down. You can also open the calendar by pressing Ctrl-2 on the keyboard.
Outlook calendars will always highlight the current date with an orange border. When viewing a calendar that displays the time along the left side of the window, you will see a thin orange line marking the current time. By default, Saturday and Sunday are not part of the "work week" and therefore in some calendar views these days are shaded a different color. By default, 8:00 AM is the daily start time and 5:00 PM is the daily end time. Anytime outside this range is also color-coded. These values can be adjusted in the Calendar Options. (File Menu -> Options -> Calendar Options). Week View
Day View Month View
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Email and Calendar
Sometimes you will want to be able to see both your calendar and your inbox at the same time.
While you are viewing your email, you can right-click on your calendar and choose Open in New Window and now both windows are visible.
Calendar Views
Day View
The date navigator on the left, indicates, “Today" by surrounding it with dark blue box (i.e. October 3, 2016.) The day you are currently viewing is shaded in with light blue, in this case October 28, 2016. To change to a new day, you can click any date in the date navigator, or use the navigation buttons along the top of the calendar. If the navigation pane has room, it may display more than one monthly calendar. You can browse through the months by using the navigation buttons provided by the month name on the date navigator, or by clicking on the month showing and choosing a new value.
Windows tip: Snapping a Window
Select the email window and press the Windows Logo Key + Left Arrow to snap that
window to the left of your screen. Then select the calendar window and press
the Windows Logo Key + Right Arrow to snap that window to the right.
This can be used with almost any window.
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Week View
Like the day view, the week view has a little calendar and date navigator in the navigation pane. There is a border around Today, and the dates shown are highlighted. You can move to a different week by clicking on another day in the date navigator or use the navigation buttons. You can tell the calendar to show only the "Work Week" (in this case Monday through Friday) or the full week (Sunday through Saturday). Hiding the non-work days (like the weekends) allows more room to see the details of your appointments.
Month View
Like the day view, the month view has a date navigator in the navigation pane. There is a border around "Today", and the dates shown are highlighted. You can move to a different month by clicking on the navigation buttons. If you click on a day in the date navigator, Outlook will take you to the Day view for the chosen date. There are three view options for the Month calendar: Low, Medium and High. Low shows only the full day events. Medium shows events and the color category for the appointments, with a thin line representing Noon. High displays the events and appointments, including start times, subjects and locations.
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Custom Choices
Multiple Days
Throughout Windows you can use the Shift key and Control key on the keyboard to help you make a selection. Using the date navigator in the navigation pane you can Click on one date and then Shift-Click on another for a range of days. Clicking on one date and then Ctrl-Clicking on another will give you only the dates you choose. The most Outlook will let you view from the Day View is 14 days, but you can use your Shift and Ctrl keys to help you select which 14 days you’d like to display from the date navigator.
Example using Shift: 3/12/2012, 3/14/2012
Example using Ctrl: 3/12/2012, 3/14/2012, 3/16/2012
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Multiple Weeks
There is not really a multiple week view, it’s officially a month view that shows less than a full month; using the date navigator in the navigation pane, select Sunday through Sunday (click and drag.) You can use the scroll wheel on your mouse or the navigation buttons to move through the weeks.
Appointments and Meetings
Create Appointments
In the calendar view the first option is New Appointment.
If you are in another view, choose the New Items dropdown button and choose Appointment, or use the keyboard shortcut Ctrl-Shift-A. You can also double-click in the calendar and a new Appointment window will open for that date/time. Once an appointment is created, it will show on your calendar. To edit or view the details double-click on the appointment. The Options and Tags Groups on your Appointment Tab allow you to change how the appointment will appear on your calendar.
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Create Meetings
An appointment becomes a meeting as soon as you "Invite" another person. From the Appointment tab, choose Invite Attendees. Appointments will automatically appear on their calendars as soon as you send the 'meeting', and they should receive an email allowing them to accept or reject your invitation. Outlook changes the header to allow for more options, adding a To… line for the invitees and a Rooms… button to search for available locations.
Click Cancel Invitation to change the Meeting back into an Appointment.
Show As
Choose from Busy, Working Elsewhere, Tentative, Free, and Out of Office. These choices will show visually on the left side of the appointments and the choices will help plan meetings in the Scheduling Assistant.
Calendar View
Scheduling Assistant view:
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Appointment Colors (Categories)
We use the Categorize tool to change the appointment's color. By default, Outlook has a standard set of color choices: You can categorize an appointment from the Categorize option in the Appointment window, or right-click on an appointment and choose the categories. You can customize your own color choices by choosing the All Categories… option at the bottom of the menu. From the color categories window, you can rename the current color categories and create new ones. When you share an appointment with another calendar, Outlook tries to match the "name" of the category. Both calendars need to have the exact same name for their color categories or they won’t match. It won’t hurt the appointment to not match; the colors are purely for visibility.
